Administrative Specialist IV

About Bering Straits Professional Services, LLC

Bering Straits Professional Services (BSPS) is committed to world-class management of global logistics, training and procurement services for U.S. Government agencies. BSPS is certified by the U.S. Small Business Administration (SBA) as an 8(a) contractor. In February 2022, BSPS became an International Organization for Standardization (ISO) 9001 certified company. BSPS received the ISO 9001 quality standard certification through the Performance Review Institute (PRI).

PRI recognized BSPS for having met the stringent requirements of international standards, ongoing commitment to satisfying stakeholders and a dedication to continual improvement of their management systems. Through this certification, BSPS has joined an elite number of organizations worldwide who have achieved certification to this globally recognized ISO 9001 quality standard.

About this position Administrative Specialist IV in Washington, DC

The

Essential Duties and Responsibilities are intended to present a descriptive list of the range of duties performed for this position and are not intended to reflect all duties performed within the job. Other duties may be assigned. To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements listed below are representative of the knowledge, skill and/or ability required.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.

Wage/Salary Range: $86,000

Applicants will be notified via phone or email within ten (10) business days of submittal.

Essential Duties & Responsibilities

* Administrative Support:
Provide general administrative support to the office, including managing schedules, organizing meetings, and handling correspondence.

* Document Preparation:
Draft, edit, and format various documents, including reports, memos, and official correspondence.

* Records Management:
Maintain and organize office records, files, and databases, ensuring that information is easily accessible and up to date.

* Travel Coordination:
Arrange travel plans for staff, including booking flights, accommodations, and preparing travel itineraries.

* Event Planning:
Assist in planning and coordinating events, meetings, and conferences, both domestically and internationally.

* Communication Liaison:
Serve as a point of contact for internal and external communications, ensuring timely and accurate dissemination of information.

* Office Supplies Management:
Monitor and manage office supplies inventory, placing orders as needed to ensure the office is well stocked.

* Visitor Assistance:
Greet and assist visitors, providing them with necessary information and directing them to the appropriate personnel.

* Technical Support:
Provide basic technical support for office equipment and software, troubleshooting issues as they arise.

* Confidentiality:
Handle sensitive and confidential information with discretion and in accordance with departmental policies.

* Special Assistant Duties:
Serve as the Special Assistant to the Director and Deputy Director of EAP offices, acting as EAP's principal point-of-contact/liaison with the bureau's Office of the Assistant Secretary.

* Information Flow Management:
Ensure a seamless and timely flow of information, policy guidance, and advice between the EAP front office and the affected supervisors and members of the EAP staff.

* Clearance and Response Management:
Ensure the requisite clearance(s) and timely response by the responsible members of the EAP staff on formally tasked action items required by the Office of the Assistant Secretary.

* Correspondence Management:
Handle incoming/outgoing correspondence, review and distribute incoming correspondence to appropriate action officers or staff, collect and review outgoing correspondence for neatness, accuracy, and proper handling, and maintain related office chronological files.

* Escort Duties:
Escort personnel as required.

* File Management:
Establish and maintain official files on specific subject matters.

* Meeting Coordination:
Assist with coordinating meetings, scheduling conference rooms, monitoring leave for staff personnel, ordering supplies, and other administrative duties.

* Task Monitoring:
Work with the EAP Special Assistants to monitor internal tasks, deadlines, and deliverables.

* Telephone and Visitor Screening:
Receive and screen telephone calls and visitors, follow up to ensure necessary action is initiated and subsequently work to assure that such action is completed as quickly as possible.

* Correspondence Entry:
Enter all forms of correspondence in final form including cables, memorandums, letters, briefing papers, etc.

* Calendar Management:
Maintain the calendar for office management by arranging and scheduling appointments, handling all meeting requests, and providing calendar information to management daily.

* Meeting Briefs:
Prepare meeting briefs to managers indicating…